Every successful exhibition begins long before the artefacts arrive on site. Behind the scenes, a precise logistics operation is already coordinating customs paperwork, building specialised crates, booking climate-controlled transport, and preparing for every possible risk along the way.
For exhibition coordinators and operations leads, specialist exhibition logistics is a critical path that protects the value, safety, and integrity of every piece.
At EFM, we’ve delivered multi-million dollar exhibitions across six continents. This guide unpacks what expert logistics looks like in practice, and why general logistics support can’t cover it alone.
What Exhibition Logistics Actually Involves
Exhibition logistics is a complex, end-to-end operation that brings together transport planning, compliance, environmental control, and timing. Every project is shaped by a unique set of requirements, from artefact fragility and transit risk to government oversight and venue infrastructure.
Before movement begins, the logistics team builds a comprehensive plan: which countries are involved, what transit modes are viable, how customs processes vary, and what conservation risks exist at each leg of the journey. This roadmap becomes the basis for technical crating specifications, temperature and humidity controls, real-time tracking protocols, and detailed courier instructions.
The larger the tour, the more complex the planning becomes. For the world tour Ramses the Great and the Gold of the Pharaohs, EFM managed the international transport of priceless Egyptian artefacts across multiple borders. This involved chartering cargo aircraft, securing CITES documentation, arranging secure, escorted road transport, and working closely with the Supreme Council of Antiquities and other Egyptian authorities to ensure the highest levels of security and compliance.
Planning Around the Artefact: Packing, Protocols, and Preservation
The movement of heritage items hinges on one principle: object-level precision. Each artefact has distinct conservation requirements driven by its condition, material makeup, and cultural significance.
That’s why we never generalise packing. A 3,000-year-old sarcophagus and a contemporary textile piece demand entirely different strategies. At EFM, we consult directly with curators, conservators, and registrars to establish handling and environmental protocols that align with museum standards and object-specific vulnerabilities.
We use conservation-grade materials, bespoke crate designs, shock absorption systems, and active monitoring in transit. We also provide detailed courier training and scheduling so handovers at airports or venues aren’t left to chance.
Packing and Transport: Precision Meets Speed
Exhibition logistics prioritise stability, but speed is expected. From the moment a crate is built to the moment it’s unsealed, every detail must be executed perfectly and arrive on time.
Specialised Handling and Transit Conditions
Unlike general freight, art and artefacts cannot be repacked, rerouted, or delayed without consequence. That’s why EFM employs temperature-controlled vehicles with air-ride suspension, vibration-resistant crating, and GPS tracking.
Some shipments require on-tarmac supervision by trained couriers, charter aircraft, or secured convoys with armed guards. Artefacts in our custody are never left unattended, and if temporary storage is required, it is always in high-security, access-controlled facilities with 24/7 surveillance.
Every move is designed to eliminate handling risk while maintaining real-time control of conditions, access, and timing.
Navigating Risk, Permits, and International Compliance
Exhibition logistics often span borders, and with that comes complex paperwork, regulations, and institutional oversight.
No Room for Delays or Documentation Gaps
Delays at customs can jeopardise not just shipping timelines, but entire exhibitions. That’s why our teams handle every aspect of compliance, from bonded movements and indemnity agreements to CITES applications and insurance.
Why Specialist Exhibition Logistics Partners Matter
Exhibitions often represent years of planning, diplomatic negotiation, and scholarly collaboration. When the artefacts involved are irreplaceable, logistics can’t be treated as a commodity.
EFM is trusted by museums, ministries, and institutions worldwide to move collections with the care, discretion, and foresight they demand. Our expertise includes:
- Conservation-grade case fabrication
- Courier training and on-site tarmac supervision
- Real-time GPS tracking and environmental control
- Secure warehousing with high-value segregation
- CITES, customs, and indemnity management
- Installation coordination with venue teams
Every move is backed by decades of experience and tailored to the unique requirements of each piece and exhibition.
Conclusion: Precision Planning Protects Every Piece
Exhibition logistics is about more than getting art from point A to point B. It’s about preserving value, maintaining control, and delivering with absolute precision.
Whether you’re managing a multi-venue international tour or a one-time installation of rare cultural assets, working with a specialist partner like EFM ensures your exhibition moves on time, intact, and without compromise.
Ready to plan your next exhibition?
Contact EFM to learn how our award-winning logistics teams support every stage, from packing to placement.
